Each employee's profile in Sage HR Online Services must have a unique email address, as this is their username to log in and view payslips. If an employee record in payroll has an email address that's already in use in a Sage HR employee profile, this message appears. This can occur, for example, if an employee leaves, then returns to your business. When this message appears, you'll also see the following information for each employee record causing the issue: - Payroll employee - the employee name in their Sage 50 Payroll record
- Employee in Sage HR - the employee name in their Sage HR Online Services profile
- Email address - the email that's duplicated
- Action - the options available to you to resolve the email address (Scroll to the next section to find out more)
Resolve the email address Your options in this window are to either: - Upload the employee's payslips to a new email address, or
- Update their existing Sage HR profile with their new payslips
NOTE: If you have multiple employees with this message, you need to select one of the following options for each employee. ▼ Amend New Employee's Email This option allows you to enter a new email address for the employee record returning the error. With this option, the employee can: - Log in and view payslips from their prior employment with the original email address, and
- Log in with the new email address to view payslips from the new employment
To go ahead with this option: - Under the Action column, select Amend New Employee's Email.
- Under the Email Address column, enter the employee's new email address.
- Click Publish Payslips.
- The Publish Payslips button is only available when you've selected an Action for all employees listed
▼ Replace Existing Employee When you use this option, the system deletes the employee's old payslips in Sage HR Online Services, and uploads their new payslip. All other profile data for the employee remains in Sage HR after this process, including their existing password. The employee doesn't receive a new welcome email. They can log in and view any new payslips with the password they previously set up. TIP: The employee can reset their password if they've forgotten it. To use this option: - Click Replace Existing Employee.
- Click Publish Payslips.
- Log in to Sage HR.
- On the main menu, go to Reports.
- Click Employee data, then click Terminated employees.
- Find the employee then click their name to view their terminated profile.
- If the employee isn't on this list, you either didn't terminate them, or you deleted them
- When you find the employee, check to see whether:
- Their start date matches their new payroll record, and
- The Payslips & P60s tab shows their new payslips instead of their old ones. This indicates that their new payroll record is successfully linked to their terminated employee profile
- To move the employee out of the terminated employee report, an admin user must start a chat within Sage HR. Sage HR support can then 're-hire' the employee for you.
After support rehires the terminated employee for you, the start date shows as the date support rehired them. The system corrects this automatically the next time you upload payslips. The employee record in Sage HR is now active again. When you view their payslips and P60s, they only appear for their current period of employment.
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